texascamp / planning Goto Github PK

• Add videos to sessions
• Add camp done/thanks news

A small handout (and google doc) to give volunteers that has useful information.

At a minimum: contact information for organizers, code of conduct reports, codeup rep(?). Maybe also a FAQ about duties (when to be where, tasks)

There are a number of physical items that must be brought/setup.

• Make a list of all things that are needed
• Determine if we have or need to buy said things
• Ensure responsible parties know they are responsible for what things
• Order things that need to be bought

• Finalize the budget and submit/pay all expenses
• Close event and transfer remaining funds to main drupalatx collective
• Create issue outlining our difficulties running event

Let’s give codeup something nice! Maybe a thank you card and the group pic? Maybe individual cards for Yumi, et al?

Let's also chat with them to make sure we didn't leave anything behind or in a bad state. Things we can do better?

A small handout (and google doc) to give registration volunteers that has useful information.

• Contact information for registration issues (can't find attendee, can't register on-site, etc)
• A speil to give all attendees (sign your badge, pick up your swag, lunch is <when/where>, sessions start <when/where>, if you have problems )
• A FAQ to cover common attendee questiosn?
• etc

Let's have an organizers retro, and outline TODO's for next year.

A small handout (and google doc) to give speakers that has useful information.

• Contact information for scheduling issues (late or can't make it, etc)
• Contact information for IT issues (TVs down, can't connect to HDMI, recording malfunction, etc)
• What speakers are required to bring (laptop, power, A/V connector, etc)
• When speakers should arrive (at least during the walkaround time right before?)
• How to record their session
• What to do after it's done (upload slides, etc)
• etc

• Design badges
• Order badges
• Decide to use existing badge holders or buy more
• Decide to use existing lanyards or buy more

A small handout (and google doc) to give room monitors that has useful information.

• what to tell speakers when they arrive
• basics of recording equip
• contact info for recording tech support
• tasks to perform for each session
• etc

As per our prospectus, we need to thank our sponsors on social media. Last year we spread them out over awhile to keep spamming down and as a way to keep us coming up in peoples feeds.

Probably the easiest way to do that is sing up for buffer.com or another scheduling platform that offers a free plan. Can setup all the posts once to go out over the next two weeks.

Confirm that sponsors have paid before posting for them.

We need to either plan this, or decide it's not happening.

In order to help attendees at the event, we should create signage. These would be things like navigation aids, informational, etc. The list from last year (in gdrive) is a good place to work from.

• Create a list of all needed signs and content
• Make designs for ones that need to go to printers
• Order signs
• Ensure sign hanging/placement materials are available or bought